HomeMy WebLinkAboutR-2020-098 Task Order 2020-01 with HLA Engineering and Land SurveyingA RESOLUTION
RESOLUTION NO. R-2020-098
authorizing the City Manager to execute Task Order 2020-01, incorporated
in Professional Services Agreement with HLA Engineering and Land
Surveying, Inc. to provide engineering services in accordance with the
Yakima Water and Irrigation Distribution Systems Contract 2018-048.
WHEREAS, the City of Yakima maintains Waste and Irrigation distribution Systems in
accordance with applicable Federal, State and Local regulations; and
WHEREAS, the City of Yakima Water/Irrigation Division requires engineering services for
improvements identified in the adopted 2017 Water System Plan and the 1999 Irrigation Master
Plan; and
WHEREAS, the City of Yakima Water/Irrigation Division representatives have complied
with the provisions of RCW 39.80 which concerns the procurement of engineering and
architectural services by a city; and
WHEREAS, In December, 2017 the City evaluated qualification submittals from three
Engineering firms, selected the two most qualified, and on December 11 and 12 the City held
interviews with the Engineering firms; and
WHEREAS, as a result of these interviews, the City selected HLA Engineering and Land
Surveying, Inc. as the most qualified engineering firm to perform the required work; and
WHEREAS, the 2017 Water System Plan has identified a necessary water main
replacement project on Viola Avenue: and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Task Order 2020-01 with HLA Engineering and Land Surveying, Inc.,
attached hereto and incorporated herein by this reference, to perform the required engineering
services for the water main replacement project; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute Task Order 2020-01, incorporated
in Professional Services Agreement between the City of Yakima and HLA Engineering and Land
Surveying, Inc. (City Contract No. 2018-048) to provide engineering services for the replacement
of water main on Viola Avenue; a copy of Task order 2020-01 is attached hereto and by this
reference made a part hereof.
ADOPTED BY THE CITY COUNCIL this 15 da of Se te
atricia Byers, Mayor
Sonya Claar Tee, City Clerk
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 4.D.
For Meeting of: September 15, 2020
ITEM TITLE: Resolution authorizing Task Order 2020-01 with HLA Engineering
and Land Surveying
SUBMITTED BY: Scott Schafer, Director of Public Works
David Brown,Assistant Director of Public Works, 509-575-6204
SUMMARY EXPLANATION:
This is a Resolution authorizing Task Order 2020-01 with HLA Engineering and Land Surveying.
The Task Order contains the design elements for water main improvement on East Viola Avenue,
including construction engineering. This Task Order is attached to Contract 2018-048 and
Resolution R-2018-018 in the amount not to exceed $284,050. This project was identified by
priority within the 2017 Water System Plan.
The Water/Irrigation Division used the Municipal Research and Services Center(MRSC)of
Washington Roster, a statewide small works and consultants roster system, followed by a
competitive selection process, prior to selecting HLA Engineering and Land Surveying for a 4
year contract to complete design of water system improvements by task order. The Project is
funded by a Public Works Trust Fund Loan.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
ATTACHMENTS:
Description Upload Date Type
resolution 9/1/20 0 resolution
Task order 9/3/ 020 retract
For City of Yakima Use Only:
Contract No 2018-048
Project No. AC2503
Resolution No._R-2018-018 TASK ORDER NO. 2020-01
Sod No.
REGARDING AGREEMENT BETWEEN CITY OF YAKIMA
(CITY CONTRACT NO. 2018-048, RESOLUTION NO R-2018-018)
AND
HLA ENGINEERING AND LAND SURVEYING, INC
PROJECT DESCRIPTION:
East Viola Avenue Watermain Improvements, D-16,AC2503 (PROJECT)
HLA Project No. 20147E
The City of Yakima (CITY) desires to improve system operation and reduce unscheduled repairs by
replacing approximately 4,000 linear feet of existing 6-inch diameter cast iron watermain with new 12-inch
diameter ductile iron watermain in East Viola Avenue, between Fair Avenue and Rudkin Road.
Improvements will include new crossing connections, water services, valves, fire hydrants, and related
surface repairs
SCOPE OF SERVICES:
At the direction of the CITY, HLA Engineering and Land Surveying, Inc (HLA), shall provide professional
engineering and land surveying services for the PROJECT HLA services shall include.
1.0 Project Administration and Environmental Assistance
1.0 Assist City with financial management requirements of funding agency
1 1 Assist CITY with environmental process requirements for the PROJECT
2.0 Design Engineering
2 1 Provide complete project management to deliver the PROJECT within mutually determined
expectations
2.2 Attend two (2) PROJECT meetings with CITY staff at 60% and 90% plan completion to fully
review all elements of the PROJECT.
2 3 Perform detailed topographic survey of the project area as required to complete design, plans,
and specifications, including call for utility locates and obtaining invert elevations of existing
infrastructure (no potholing is anticipated to be performed)
2 4 Perform field investigations necessary to design the identified improvements
2 5 Review and identify public and private utilities within the PROJECT area Notify utilities of
pending construction and potential impacts.
2.6 Research and identify existing easements and right of way limits
2 7 Perform the preliminary design Present, review, and discuss preliminary plans with the CITY
at both 60% and 90% completion.
2 8 On basis of approved preliminary plans, perform the final design, and prepare complete plans
and specifications for publicly-bid improvements, as authorized by the CITY
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2 9 Prepare the Engineer's Estimate of construction cost.
2 10 Furnish the CITY electronic copies of the final plans and specifications for bidding and
construction Print up to twelve (12) paper copies of the final plans and specifications It is
anticipated HLA will prepare one (1) complete set of plans and specifications for one bid call,
additional bid packages will be considered additional services
2 11 Submit bid advertisements to Paper of Record and Publications directed by the CITY (All
advertisement fees to be paid by the CITY)
2 12 Post contract plans and specifications to the HLA website for bidding purposes
2 13 Prepare and maintain planholders list, including CITY staff, private utility companies, and plan
centers
2 14 Answer and supply such information as requested by prospective bidders
2.15 Prepare and issue addenda, if necessary
2 16 Attend bid opening and participate in the bid evaluation process
2 17 Prepare tabulation of all bids received by the CITY and review bidder's qualifications
2.18 Make recommendation of construction contract award to the lowest responsible bidder
3.0 Construction Engineering
3 1 Coordinate execution of the Contract with the Contractor, including review of Bond and
Insurance requirements, and provide Contracts for City Council consideration
3.2 Prepare and transmit Notice of Award to the Contractor.
3 3 Coordinate and facilitate preconstruction meeting with the CITY, Contractor, private utilities,
and affected agencies.
3 4 Prepare and issue Notice to Proceed to the Contractor
3 5 Furnish the field survey crew necessary to set horizontal and vertical control for the
improvements authorized for construction
3.6 Furnish a qualified resident engineer(inspector) to observe construction at the PROJECT site
during all significant work. The resident engineer shall provide surveillance of construction for
substantial compliance with plans and specifications
3 7 Perform measurement and computation of pay items; prepare and file progress reports on the
PROJECT with the CITY, and provide monthly progress pay estimates to the CITY
3 8 Administer weekly construction meetings (as needed)
3 9 Consult and advise the CITY during construction and make a final report of the completed work.
3.10 The CITY is required to monitor the Contractor's payment of prevailing wage rates As part of
construction services, HLA will monitor General Contractor and Subcontractor compliance with
State labor standards during the construction phase of the PROJECT. This work includes
checking weekly certified payrolls, conducting employee interviews in the field, and issuing
letters of non-compliance and/or letters of missing documents
3 11 Review Contractor's submission of samples and shop drawings, where applicable
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3.12 Review materials testing results for compliance with plans and specifications
3.13 Prepare and submit proposed contract change orders when applicable.
3 14 Perform final walk-through with the CITY and Contractor, and issue final punch list.
3.15 Prepare and furnish reproducible record drawings of all completed work from as-built drawings
furnished by the resident engineer and Contractor. If as-built drawings from the Contractor are
not received by HLA within thirty (30) calendar days from the date of the letter of
recommendation of project acceptance, HLA will submit the reproducible record drawings to
the CITY with a note stating that no as-built information was received by HLA.
4.0 Additional Services
Provide professional engineering and land surveying services for additional work requested by the CITY
that is not included above.
5.0 Items to be Furnished and Responsibility of CITY
The CITY will provide or perform the following
5.1 Provide full information as to CITY requirements of the PROJECT
5.2 Assist HLA by placing at their disposal all available information pertinent to the site of the
PROJECT, including previous reports, drawings, plats, surveys, utility records, and any other
data relative to design and construction of the PROJECT.
5 3 Provide staff and equipment to pothole at specific areas of potential conflict or interest,
necessary to confirm the design
5 4 Contact property owners affected by the PROJECT and gain necessary access to property for
field investigation, design, and construction of improvements
5.5 Examine all studies, reports, sketches, estimates, specifications, drawings, proposals, and
other documents presented by HLA and provide written decisions within a reasonable time as
not to delay the work of HLA.
5.6 Obtain approval of all governmental authorities having jurisdiction over the PROJECT and
approvals and consents from other individuals or bodies as necessary for completion of the
PROJECT
5.7 Pay for project bid advertisement costs
5 8 Pay for all necessary testing costs and permit fees
TIME OF PERFORMANCE:
The services called for in this Agreement shall be completed as follows.
1.0 Project Administration and Environmental Assistance
These assistance services shall begin immediately following receipt of the signed Task Order and continue
until all funding and labor compliance closeout requirements for the PROEJCT have been satisfied
•
2.0 Design Engineering
Plans, specifications, and cost estimate for all project elements shall be completed within 120 working days
following authorization to proceed.
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3.0 Construction Engineering
Engineering services during construction for the PROJECT shall begin upon construction contract award
by the CITY to the lowest responsible bidder and shall extend through both the completion of construction
and completion of as-constructed drawings and labor documentation closeout, as requested and directed
by the CITY A maximum of sixty (60) working days has been assumed for the construction of
improvements. Should the Contractor be granted time extensions for construction completion due to
recognized delays, requested additional work, and/or change orders, engineering services beyond the sixty
(60)working days shall be considered additional services
4.0 Additional Services
Time of completion for work directed by the CITY under this phase shall be negotiated and mutually agreed
upon at the time of service requested by the CITY
FEE FOR SERVICE:
For the services furnished by HLA as described under this Agreement, the CITY agrees to pay HLA in
amounts not to exceed the fees as set forth in 1.0, 2 0 and 3 0, below The amounts listed below may be
revised only by written agreement of both parties A fee breakdown is provided in EXHIBIT 1 attached.
1.0 Project Administration and Environmental Assistance
All work directed by the CITY for this PROJECT phase shall be performed on a time-spent basis at the
hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No 2018-048, Resolution No
R-2018-018), plus reimbursement for direct non-salary expenses as described in section 5 1 1 for the
estimated maximum amount of$7,600
2.0 Design Engineering
All work directed by the CITY for this PROJECT phase shall be performed on a lump sum basis in the
amount of$122,500
3.0 Construction Engineering
All work directed by the CITY for this PROJECT phase shall be performed on a time-spent basis at the
hourly billing rates provided in EXHIBIT B of the Agreement (City Contract No 2018-048, Resolution No.
R-2018-018), plus reimbursement for direct non-salary expenses as described in section 5 1 1 for the
estimated maximum amount of$136,000.
4.0 Additional Services
Any additional work requested by the CITY that is not included above shall be authorized by the CITY and
agreed to by HLA in writing prior to proceeding with the services HLA shall perform the additional services
as directed/authorized by the CITY on a time-spent basis at the hourly billing rates included in our General
Agreement (City Contract No 2018-048, Resolution No R-2018-018), plus reimbursement for direct
non-salary expenses such as laboratory testing, printing expenses, out of town travel costs, and outside
consultants
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CITY F YAKI HLA Engineering and Land Surveying, Inc
Signature Signature
Printed Name O i'i �' -Yr) O Printed Name Michael T. Battle, PE
Title e_ +i O1-G _Qy-c- Title* President
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EXHIBIT 1 — PROFESSIONAL SERVICES
East Viola Avenue Watermain Improvements, D-16,AC2503 (PROJECT)
Task Order No. 2020-01
HLA Project No. 20147E
For the services described in Task Order No 2020-01, compensation shall be paid per Section 5 of the
Agreement (City Contract No. 2020- , Resolution No. R-2020- ). The following spreadsheet shows
the estimated time and expenses to perform said services.
Project Title' East Viola Avenue Watermain Improvements.0-16
Client: City of Yakima
Task Order No.2020-01
Date. August 26,2020 ENGINEER'S HOURLY ESTIMATE
Senior Licensed Project Licensed Two Man Contract Word
Task Project Task Principal Principal Engineer Land Survey Admin Processing Total Task Direct
No. Engineer Engineer Surveyor Crew Technician Hours Costs
5215 5193 5145 5160 5226 5132 584
1.0 Project Administration and Environmental Assistance
Assist City with financial management
1 2 4 4 0 0 16 0 26 53,894
requirements of funding agency
2 Assist City with environmental process 2 4 10 0 0 8 0 24 53.708
requnement for the PROJECT
Labor Subtotal 4 8 14 0 0 24 0 50 57,602
1.0 Project Administration and Environmental Assistance 57,600
Senior Licensed Project Licensed Two Man CAD Word
Task Project Task Principal Principal Engineer Land Survey Technician Processing Total Task Direct
tto. Engineer Engineer Surveyor Crew Technician Hours Costs
5215 St93 5145 5160 5226 S127 S84
2.0 Design Engineering
1 Protect Management 4 16 4 2 0 0 4 30 $5,184
2 Protect Meetings(Kick-off,60%and 90'/.I 2 8 16 0 0 8 4 38 $5,646
3 Detailed topographic survey 0 4 8 16 64 16 0 108 $20,988
4 Field investigations 1 4 16 2 0 8 0 31 $4,643
5 Review public and private utilities 1 4 16 2 4 12 0 39 $6,055
6 Review existing easements and right-of-way 0 0 4 8 0 8 0 20 $2,876
7 Preliminary Engineering Design(60..and 90%1 6 24 80 2 4 144 6 266 $37,538
8 In-house project review,quality control 2 6 2 0 0 2 2 14 $2,300
9 Review wtand Incorporate Agency comments 2 4 12 0 0 16 2 36 $5,142
10 Final design,plans,and specifications 2 18 40 0 0 60 8 128 $17,996
11 Prepare Engineer's Estimate of construction cost 1 4 16 0 0 8 0 29 $4,323
12 Furnish copies of plans and specifications 0 2 2 0 0 0 4 8 11,012
13 Submit Bid Advertisements to Publications 0 2 0 0 0 0 4 6 1722
14 Manage Advertisement,Contract Documents, 0 2 0 0 0 0 4 6 4722
Planholders List,and Addenda
15 Answer bidders questions 0 4 8 0 0 0 0 12 $1,932
16 Prepare and issue addenda 1 2 6 0 0 4 2 15 $2,147
17 Attend bid opening 0 2 2 0 0 0 0 4 $676
18 Review bidstPrepare tabulation of bids 1 2 2 0 0 0 6 11 11,395
19 Make recommendation of contract award 0 1 2 0 0 0 2 5 $651
Labor Subtotal 23 109 236 32 72 286 48 806 $121,948
EXPENSES:
Expenses: Cost/Unit Ground Days Days tides Units
Mileage $0.58 224 $130
Printing 12 copies plans/specs $35 12 1'420
2.0 Design Engineering 122,500
Total Phase 1.0 and Phase 2.0 148.050
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EXHIBIT 1 — PROFESSIONAL SERVICES (Continued)
Project Title: East Viola Avenue blatermain Improvements.D•16
Client: City of Yakima
Task Order No.2020-01
Date: August 25,2020 I ENGINEERS HOURLY ESTIMATE
Senior Lic<n:<d Project Lk.Print. Two Man Resident Contract Engineering
Task Principal Principal Engineer Land Survey Engineer! Administrator Technician Total Task Direct
No. Project Task Engineer Enoinc<r Surveyor Crew , Inspector
Hour: Coa:
$222 $200 $150 S164 $226 $119 $132 $84
3.0 Construction Engineering
Coordinate Contract Execution including 0 2 2 0 0 0 4 2 10 51.396
review of bond and in;vrancc
2 Prepare and lunu<Notice of Award 0 1 2 0 0 0 2 0 5 1764
3 Conduct Pre•Conetruction Meeting I 2 4 0 0 2 2 2 13 11,892
4 Prepare and 1:cue Notice to Proceed 0 1 1 0 0 0 2 2 6 5782
5 Field Survey Crew for Ho/L.:Wert Control 0 1 4 12 48 2 0 0 67 113.854
6 Construction Observation(60d) 4 18 a8 0 0 570 4 4 648 $80.382
7 Field Inspection Report: 0 I 4 0 0 16 4 4 29 13,568
8 Construction Administration 4 4 8 0 0 0 32 16 64 18,456
9 \•/<ehly Construction Meeting: 2 8 18 0 0 0 4 4 36 15,608
10 Material:Submittal Review 0 2 8 0 0 2 0 8 20 52.510
It State labor Standard:Compliance 0 0 1 0 0 2 4 12 15 11,924
12 Progrec:Pay E:ornate: 1 2 4 0 0 4 16 4 31 14,146
13 Review tvlaterial:Testing Results for 0 0 4 0 0 2 1 a 11 11.306
Compliance
14 Prcparc and Submit Change Order: 0 4 6 0 0 2 4 4 20 12.802
15 Final Walh•Through7Punchli:l 0 2 4 0 0 2 2 0 10 $1.502
16 Project Clo:ccwt 0 1 4 0 0 2 6 6 19 52,334
17 Record Oraveings 0 1 2 0 0 8 2 2 15 11,884
Labor Subtotal 12 50 124 12 48 614 89 74 1023 5135,110
EXPENSES:
Travel: CostiUnit Ground Days Days Miles
Mileage 50.580 1540 5890
Mealc7Lodging
Misc.Expenses:(None)
Advertisement
• `Telephone
Postage
Sub-Consultants:
None Anticipated 1 $0.001 $0.001 1 I 'Multiplier l 1.11 1.11 I 50.00
Subtotal-Labor 5135,110
Subtotal•Eapcn:e: 1890
Total•CONSTRUCTION ENGINEERING 3136,000
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